Online Retail Accounting System

For a demo go to www.cvretail.com

An introduction
Key Features and Benefits

The future of retail accounting is here now


Executive Overview
• CounterBooks is a leading online retail accounting system.
• Founded by Chantrey Vellacott DFK, a Top 20 UK accounting firm
• Is the only UK accounting system designed specifically for retail and
franchise operations.
• Available in multiple languages.
• Currently used by 1000’s retailers in Europe and Africa which
ranges from multinational oil companies to single site retailers.
• Recommended by industry experts.



An introduction to CounterBooks
• Cloud based – accessed via a web browser – no hardware required.
• CounterBooks delivers the following benefits:-
• Reduction of the cost and time associated with retail accounting.
• Improves accuracy and quality of management information.
• Tailored management reports are available online and can be accessed
from anywhere 24/7.
• Extensive management reporting allows the Retail Franchisors to
improve business performance and manage risk.
• One SQL central database, with data mining options, provides retail
groups with a wide range of management information.



Companies which are already seeing the benefits



General Architecture
Data for analysis

Accountant
Delivery Notes
Corporate /
Electronic
POS
Franchisor
invoicing
including Data Export File Advice
Invoice data
Preferred and
Deliveries
Suppliers, special
reconciled
Utilities etc. with invoices bookings
Preferred
by site manager
Suppliers

Utilities etc.
Data Import 95%
Paper Retailer/ Reporting
Small local Manual Input 5%
Invoices Franchisee
suppliers



General Architecture – Reporting
Interim Reports
Always up to date

Site User
Statutory/Audit Reports

Accountant
Month End reports
Formatted pdf documents

Corporate/
Territory Manager reports franchisor

Head office reports

Reporting is customised for the end user
Data mining



Case Studies
Case Study 1 Case Study 2
65 store franchise group 100+ company owned petrol convenience
network
From the daily sales by department data,
entered at store level, variable commission rates In 2010 the group analysed drive offs in the
were applied, and monthly franchise fees previous year, by forecourt and by territory. Time
calculated automatically. These were produced taken to produce the analysis – 20 minutes.
within 2 or 3 days of the month end.

Case Study 3 Case study 4
All corporate customers 250 + franchise group

A database search facility allows reports to be The group expects their franchisees to complete
produced of purchases by sales department and their data entry within 15 days of the month end
approved supplier or by sales department and and for their accountant to have reviewed the
unapproved supplier. financial statements within a further 15 days.
Head office staff can access a real time report
showing progress against these targets and
exception reports showing those that missed.



No waiting for reports - Instant reporting and
analysis available 24 / 7 from anywhere

Real time reporting......

Operating and financial reports Management reporting
for single sites and small packages for larger
groups corporations



Paper forms, books and sending Automatic data entry
off invoices for data entry are Imports available from POS
methods of the past. Cut / BOS and invoice files in
transmission costs xml, csv and excel

Reduced
costs...
Significantly reduced fees Online systems reduce travel costs. Site
from not having to rely on results available to head office and
accountants to enter data territory management.



Management issues - As data is
processed online issues can be
identified in time to prevent
problems

Reducing operational risk...

No waiting for meetings - An Security - server is located in a
integrated message- and purpose built data run by a
helpdesk system provides professional hosting company;
efficent communication and data centre backed up daily and
service taken off site to secure storage



Single Site Operation

Daily Reconciliation - Credit sales

Credit sales screen used to
record daily credit card totals and
local account sales

Non-regular credit accounts can
be set up via the drop down The order and default selection
menu of companies/persons listed is
completely customisable




Daily Reconciliation - Cash payments

Entries are recorded for cash
paid invoices, sundry cash
receipts and cash payments Entries are made by type and
without invoice displayed together for easy
reference




Daily Reconciliation - Cash/Float

Cash / Float screen
provides easy to view
summary of
reconciliation entries for
each day

CounterBooks calculates the
closing cash float and
Multiple bank accounts can be displays any variance to the
recorded as cash transferred to actual
and from required




The cash difference
Daily Reconciliation - Report must be accepted prior
to advancing to the
next day

Final report screen
displays all daily
entries for review

Daily reconciliation reports
can also be viewed for any
day via the reporting menu




Transactions
The transaction screen is used to
record invoice entries, pre-
payments, accruals and journals

Automatic invoice entry
Each entry is saved with a
importing flat files.
unique transaction number and
can be easily located at a later
time




Payments
All invoices & credit notes
requiring payment are
automatically displayed

Can be sorted by due date,
Payments can be made from any Company/Person or invoice date
bank. Cash payments recorded
will automatically update the daily
reconciliation




Bank Transfers
Record receipts directly into the
bank from credit card companies
and trade debtors

Notes can be entered if required
against each transfer
Also records sundry payments,
such as non-cash private
drawings, and VAT payments
and refunds




Allows all the movements of
Bank Reconciliation funds into and out of the banks to
be viewed as entered on the
system

Can hide cleared items to help
reconcile the bank

Items are checked against actual
bank statement



Reports Single Site

Interim Reports

Interim reports provide full
analysis of all data entered

Key operating reports such as
wet stock reconciliation, profit
and loss, gross profit per
category and balance sheet are
all available immediately the data
is entered
Access to each report can be
controlled



Reports Single Site

Gross Profit per Category

This report shows the
gross profit per sales
category. Using target
margins an estimate of
the closing stock is
made

Reports Single Site
The user can drill down on
each category to purchase
invoice level



Reports Single Site

Audit Reports

Trial balance together
with detailed and
summary general
ledgers. Other search
facilities make it easy to
find individual
transactions and
banking entries
Reports Single Site



Reports Single Site

Month End Reports
End of month reports following r
review of data by accountant

Reports published in pdf format
and viewed using Adobe Acrobat
Reader (see attached pdf)
Turnaround time of 24 hours from
completion of accounting review
to production of reports



Head Office Reports

Reporting Tools



HO-Reports MultiSites

Data Analysis Tool
• For Head Office or Territory Manager
• Site comparisons
• Easy to create your own reports
• Export to excel
• Exception reporting
• Early warning reports



Head Office Reports

Data Analysis – selection of site



Head Office Reports

Data Analysis – selection of category

Head Office Reports



Head Office Reports

Data Analysis – metric selection



Head Office Reports

Data Analysis – balance sheet



Head Office Reports

Data Analysis – site versus category
The data analysis can
be displayed in
different layouts



Head Office Reports

Data Analysis – category versus site
Data can also be
exported to excel and
be used for graphics
etc.

Head Office Reports



Head Office Reports

Data Analysis – category versus metric selection

Head Office Reports



• If you are interested in finding out more about
how Counterbooks could empower you and your
stakeholders by reducing costs, improving
accuracy and making more informed business
decisions - Please visit www.cvretail.com
Or call (44) 020 7099 1050


Online Retail Accounting System

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